DELIVERABLE 06 · BUDGET ESTIMATE

Budget Estimate
$2.6M – $3.0M total investment, milestone-based payments, and
1.3–2.0 year payback.

PREPARED FOR

SPONSOR

BY

VERSION

Resortments

Russ · Owner

Webaroo

v3.0

This budget details the complete financial commitment required to deliver the Resortments Unified
Enterprise Platform — covering team composition, delivery model, cost breakdown, payment structure, and
ROI justification. Our commercial approach rests on four core imperatives:
1. Deliver enterprise-grade software at a price that respects your balance sheet. Webaroo's senior
engineering team with modern development tooling gives Resortments enterprise quality without the
overhead of traditional consulting engagements.
2. Discovery is free. Webaroo conducted all scoping interviews, on-site working sessions, and prepared
this entire Discovery Package at no cost. The first dollar Resortments pays funds working software, not
paperwork.
3. $300K upfront funds Phase 1 — then every payment is milestone-gated. The single upfront payment
funds 90 days of delivery. From Phase 2 onward, no payment is released without phase completion and
UAT sign-off.
4. 1.4–2.8 year payback with quantifiable ROI. The $2.6M–$3.0M investment returns $1.0M–$2.05M per
year in operational savings depending on savings realization rate, making the platform cash-positive
well within 3 years.
These imperatives drive every line item in the cost breakdown and every entry in the payment schedule
that follow.
Prepared by: Webaroo (Development Partner — full platform design, development, and delivery) Client:
Resortments Status: Final Date: April 10, 2026

i

Note: Webaroo handles the entire platform buildout. Division owners (David, Tracy, Zac,
Gerardo, Dylan, Russ, Johnny, Teresa) are Resortments operational staff serving as subjectmatter experts — they provide requirements and feedback but are not responsible for
software development.

Executive Summary
This estimate covers the design, development, and deployment of the Resortments Unified Enterprise
Platform—a comprehensive suite of eight integrated modules connecting all divisions across land
procurement, legal closings, material procurement, manufacturing, field operations, property leasing, legal

rollovers, and accounting. The platform is estimated at 63–87 developer-months of effort across four
implementation phases over 13 months.
Total project investment: $2.6M – $3.0M (mid-point: $2.8M), payable on a milestone-based schedule with
Phase 1 ($300K) collected upfront to fund 90 days of delivery. Total first-year investment including postlaunch support and operations: $2.85M – $3.4M.
Discovery is included at no charge. Webaroo conducted complete division-owner interviews,
requirements gathering, and scope definition in an on-site working session with Russ (April 2026). The full
Discovery Package — Audit & Competitor Analysis, Technical & Project Evaluation, Project Charter,
Roadmap, Risk Analysis, Budget Estimate, Product Backlog, and Payment Schedule — is included at no
additional cost. No payment is due for any discovery work.
This estimate reflects completed scoping interviews with all eight division owners, including Johnny (CPA)
and Teresa (Controller) for the Accounting Hub. The Accounting Hub interview confirmed multi-entity
QuickBooks integration, ADP payroll sync for 12 employees, and the need for a cost allocation engine — all
consistent with the original 13–18 dev-month estimate. Monte Carlo / predictive modeling is handled
separately by Mirrorfish and is not in platform scope.

A Note on the Investment Range
When Connor was at your place in Arkansas, he gave you a rough early estimate based on a couple hours
of conversation during an initial scoping conversation. That number came from an honest first read — but
it wasn't a scoped engagement.
Back at the office, Connor sat down with our solution architect and walked every division module line-byline against the actual complexity that surfaced during the eight SME interviews. Here's what moved the
number, and we want you to see the work:
1. Multi-entity QuickBooks is a different animal. Johnny and Teresa confirmed each of your ownership
entities has its own QB instance. That's not a standard integration — it's cross-entity mapping,
consolidated chart of accounts, and reconciliation at the reporting level. That alone is 13–17 developermonths of work that neither of us factored in during the initial conversation.
2. Your compliance architecture is real. The 7–10 year data retention, SOX-equivalent audit trails,
segregation of duties, and OSHA safety tracking your legal situation actually requires is 15–20% of the
engagement. Not a nice-to-have — a hard requirement your attorneys will confirm.
3. Field teams need native mobile, not a responsive web page. Zac's plant operations and Gerardo's field
crews won't adopt a web app they have to pull up on a phone browser in the field. That's native iOS +
Android with offline sync — an entire phase of work that wasn't in the original conversation.
4. Permitting is 50+ jurisdictions, not a checklist. You flagged it yourself as "zero roadmap." Building a
real permitting tracker that doesn't collapse the first time a deadline slips requires deliberate design
and ongoing manual touchpoints — scoped as a full division module.
5. We built your protection into the number. The $2.6M–$3.0M range includes contingency and
management reserve (covers scope variability, integration unknowns, and rate fluctuation) and a 5%
retention holdback — meaning Webaroo holds back 5% of its own fee until the system has run stable for
60 days post-launch. That's protection for Resortments, not padding.
The honest number is $2.6M–$3.0M. We're leading with the low end ($2.6M) because this is a relationship,
not an auction. If Resortments needs to hit $2.6M, Webaroo can hit it — the trade-offs are documented
below. But below $2.6M, we're in a high-stress environment where every change order becomes an
argument and the quality of the work starts to suffer. Neither of us wants that.

What we're not doing: charging Resortments a dollar for discovery. The eight documents in this package —
audit, technical evaluation, charter, roadmap, risk analysis, budget, backlog, and payment terms — cost $0.
The first dollar Resortments wires funds working software, not paperwork.
And Resortments' exposure to start is $300K — not $2.6M upfront. Just $300K, which funds 90 days of real
delivery: the Foundation platform plus the Land Division pilot. After that, every payment is tied to a phase
gate that Russ (or Johnny) signs off on. If anything's off, Resortments stops paying.

Estimation Methodology
Framework
Estimates are derived from: 1. Module Complexity Ratings — Assessed during scoping interviews
(low/medium/high) based on feature scope, integration depth, and technical novelty 2. Industry
Benchmarks — Enterprise web+mobile platform development (25–35 dev-months/engineer for
comparable systems) adjusted for Resortments' scale and complexity 3. Integration Complexity
Assessments — API integration difficulty, third-party dependencies (DocuSign, RealPage, ADP, QuickBooks),
and data flow complexity 4. Developer-Month Quantification — All estimates expressed in developermonths with phase-level breakdowns for cross-validation

Key Assumptions
Full-time team available; no multi-project context switching
Agile delivery model with 2-week sprints and iterative testing
Phase gates with stakeholder reviews between phases
Client subject-matter expert availability 50%+ throughout development
Third-party integrations use documented APIs; no reverse-engineering required
Infrastructure hosted on standard cloud platform (AWS/Azure); no custom infrastructure build-out
Mobile applications use React Native for iOS/Android code sharing
No greenfield database architecture; standard relational (PostgreSQL) + document store (MongoDB)
pattern

Module Complexity Ratings
Based on scoping interviews, modules are rated as follows:

MODULE

COMPLEXITY

KEY DRIVERS

DEVMONTH
RANGE

Legal Close Land

HIGH

500+ DocuSign docs/closing, gated workflow, 20 active

12–16

closings, real-time Accounting sync
Material Procurement

HIGH

2,000+ POs, 200 vendors, inventory tracking, vendor portal,

14–18

budget visibility gap, future warehouse transition
Plant Division

HIGH

Greenfield manufacturing ops, production scheduling, GPS

13–17

logistics, QC workflows, 10-year compliance, oversize
transport
Field Division

HIGH

Geo-fencing, crew tracking, photo documentation, safety

14–18

tracking, inspection workflows, multiple handoffs, no existing
process
Management/Leasing

Legal Rollovers

MEDIUM-

RealPage/OneSite integration, 15+ monthly reports, tenant

HIGH

portal, lease renewals, SLA tracking, 7-year audit retention

LOW

RealPage handles most; platform adds

11–15

6–9

dashboard/escalation layer only, eviction workflow,
financial export
Land Division

HIGH

Permitting chaos (50+ agencies), due diligence (15+

13–17

checklist items), engineering docs
(Autodesk/Rhino/Lumion), zoning/entitlements, multi-year
timelines
Accounting Hub

HIGH

Multi-entity QuickBooks (one QB instance per ownership

13–18

entity), ADP payroll (12 employees, 2 pay schedules), cost
allocation engine (project → factory model), financial
dashboards (NOI, cash, funds), all-division reporting,
budget vs actual

Note: Accounting Hub estimate confirmed by scoping interview with Johnny (CPA) and Teresa (Controller).
Multi-entity QB adds complexity vs single-company integration. Monte Carlo / predictive modeling
handled by Mirrorfish (external tool, not in platform scope).

Effort Estimate by Phase
Phase 1: Foundation & MVP (Months 1–3)
Scope: Platform core, authentication, workflow engine, document management, one "pilot" division module
(likely Land for complexity proof-of-concept)

COMPONENT

DEV-

NOTES

MONTHS

Platform Architecture &

1–2

Infrastructure, CI/CD, database design, security baseline

1–2

5-tier role system, multi-tenant isolation, audit logging

2–3

Gated workflows, handoff notifications, blocker detection

1–2

File storage, versioning, permissions, compliance retention

Notification & Alert Engine

1

Email, in-app, alerting rules

API Layer & Data

1–2

RESTful APIs for division modules, event-driven architecture

6–7

Site prospecting, due diligence checklists, permitting tracker,

Setup
Auth System (SSO, RBAC,
2FA)
Workflow Engine &
Approval Gates
Document Management
System

Contracts
Land Division (Pilot
Module)

environmental tracking, financials to Accounting

Phase 1 QA & UAT

2

Integration testing, UAT with Land division

Subtotal

16–20

Average: 18 dev-months

Team: PM (1) + Architect (1) + 3–4 full-stack developers + 1 QA engineer + 1 DevOps/Infrastructure engineer
Duration: 3 months (90 days)
Delivery: Land Division module MVP + foundational platform

Phase 2: Wave 1 Modules (Months 5–8)
Scope: 3 complex divisions (Legal Close Land, Material Procurement, Plant)
MODULE

DEV-

KEY FEATURES

MONTHS

Legal Close Land

7

Deal pipeline (kanban + table), document mgmt, DocuSign integration, gated
workflow, closing statements to Accounting, pipeline value reporting

Material

8

Procurement
Plant Division

PO system, vendor portal, inventory tracking, delivery/receiving, budget
tracking, material request pipeline, logistics dashboard

7

Production scheduling, QC system, transport coordination, production floor
dashboard, compliance/audit trail, Field handoff integration

Accounting Hub

4

(Phase 2a)

QuickBooks sync foundation, basic financial dashboards, cost tracking by
division, budget vs. actual framework

Phase 2 QA & UAT

2

Integration across 3 modules + Accounting, division testing

Subtotal

20–28

Average: 24 dev-months

Team: PM (1) + Architect (0.5, shared) + 5–7 full-stack developers + 1 Mobile developer (early ramping) + 1
QA engineer + 1 DevOps (shared)

Duration: 4 months
Delivery: 3 major operational modules + Accounting integration foundation

Phase 3: Wave 2 Modules (Months 9–11)
Scope: 3 remaining divisions (Field, Management/Leasing, Legal Rollovers)
MODULE

DEV-

KEY FEATURES

MONTHS

Field Division

8

Job site tracking, crew scheduling, installation checklists,
inspection/punch lists, photo documentation, safety tracking, daily
progress videos, Plant handoff, Management handoff

Management/Leasing

6

RealPage integration, lease mgmt, tenant portal, rent collection,
maintenance SLA tracking, 15+ monthly reports, lease renewals

Legal Rollovers

3

RealPage data dashboard, eviction/escalation workflow, financial export
to Accounting, dispute resolution

Accounting Hub (Phase

4

3a)

ADP payroll integration, advanced dashboards, all-division financial
reporting, budget management, cost allocation engine

Phase 3 QA & UAT

1

Full platform integration testing, all-division workflows

Subtotal

15–21

Average: 18 dev-months

Team: PM (1) + 5–7 full-stack developers + 1 Mobile developer + 1 QA engineer + 1 DevOps (shared)
Duration: 3 months
Delivery: All 8 division modules operational; integrated Accounting Hub

Phase 4: Mobile + Advanced Features (Months 11–13)
Scope: Mobile applications (iOS/Android), advanced dashboards, integrations refinement

COMPONENT

DEV-

NOTES

MONTHS

Mobile App: Field Division

3

Geo-fencing, crew check-in, checklists, photo capture, offline
capability, Bluebeam integration

Mobile App: Plant Division

3

Production floor dashboard, QC sign-off, delivery tracking, GPS
integration

Mobile App:

2

Management/Leasing
RealPage/OneSite API Refinement

Property manager field access, inspections, lease signing, rent
tracking

2

Deep integration for rent, maintenance, tenant data; custom
reporting connectors

Russ Owner Dashboard

2

(Executive Portal)
DocuSign Advanced Integration

Unified KPI dashboard, drill-down capability, alerts, all-division
visibility

1

Batch document handling, template management, signing
workflows optimization

Phase 4 QA & Deployment

1

Mobile testing (iOS/Android), UAT, staged rollout

Subtotal

12–18

Average: 15 dev-months

Team: PM (1) + 1 Mobile developer (React Native) + 3–4 full-stack developers + 1 QA engineer
Duration: 3 months
Delivery: Mobile apps + advanced integrations + executive dashboards

Phase 5: Optimization & Ongoing (Months 15+)
Scope: Performance tuning, change requests, ongoing operations
COMPONENT

DEV-MONTHS

Performance Optimization (database, APIs, UI)

2–3/month

Change Requests & Bug Fixes

2–3/month

DevOps & Infrastructure Support

0.5–1/month

Continuous Improvement

1–2/month

Duration: Ongoing (post-launch maintenance & feature requests)
Note: Phase 5 is not included in initial project budget; recommend separate ongoing maintenance
contract at ~$15K–$35K/month

Total Effort Summary
PHASE

DURATION

DEV-MONTHS

TEAM SIZE

Phase 1 (Foundation + Land)

3 mo

16–20

6–7

Phase 2 (Wave 1: 3 modules + Accounting foundation)

4 mo

20–28

8–9

Phase 3 (Wave 2: 3 modules + Accounting completion)

3 mo

15–21

7–8

Phase 4 (Mobile + Advanced)

3 mo

12–18

6–7

Project Total

13 mo

63–87 dev-months

Average 7–8

Conservative Estimate: 63 dev-months (lower end)
Realistic Estimate: 75 dev-months (mid-range)
Comprehensive Estimate: 87 dev-months (upper end, assumes tight UAT + aggressive change requests)

Team Composition & Staffing (Webaroo)
Delivery Model
Webaroo delivers this project using a dedicated senior engineering team with modern development
tooling and async-first collaboration practices. Webaroo handles all hiring, team management, and
technical leadership — Resortments interacts with one point of contact (Connor Murphy) for steering and
milestone reviews.

Core Project Team — Webaroo
The team comprises: - Tech Lead / Solution Architect (1.0 FTE, full project duration) — owns architecture,
auth design, API contracts, and code review - 4 Senior Full-Stack Engineers (1.0 FTE each, full project
duration) — backend integrations, workflow engine, frontend dashboards, and client-facing development Mobile Developer (1.0 FTE, Phase 2 ramp onward) — React Native for iOS and Android - Project Manager /
Client Liaison (1.0 FTE, full project duration) — runs client steering meetings, stakeholder comms, sprint
coordination - UI/UX Designer (0.75 FTE, full project duration) — enterprise dashboard design, Figma
prototyping - QA Engineer (1.0 FTE, full project duration) — manual and automated testing - DevOps /
Infrastructure (0.5 FTE, full project duration) — CI/CD, monitoring, cloud infrastructure - Business Analyst
(0.5 FTE, Phases 1–3) — integration mapping, requirements refinement
Total peak team size: 10–11 dedicated professionals

Extended Support (as needed)
Database specialist (performance tuning): 2–3 weeks
Security / compliance specialist: 2–3 weeks
QA automation specialist: 2–3 weeks

Cost Range Estimate
Development Services
63–87 developer-months of senior engineering effort at a blended rate of ~$29K/dev-month (covering
architecture, development, QA, DevOps, design, project management, and tooling)
Direct development cost: $1.83M–$2.52M (63 dm × $29K = $1.83M low; 75 dm × $29K = $2.18M mid; 87
dm × $29K = $2.52M high)
The Professional Services line in the Grand Total table below ($2.48M–$2.77M) reflects this direct cost
plus embedded contingency / management reserve and shared overhead allocations.

Infrastructure & Hosting
Development environment: $1,500–$2,500/month × 13 months = $19.5K–$32.5K
Staging environment: $2,000–$3,500/month × 6 months = $12K–$21K
Production (post-launch): $4,000–$8,000/month × 1 month = $4K–$8K
Subtotal Infrastructure: ~$37K–$64K
Post-Launch Monthly (Year 1): $3,500–$6,000/month

Third-Party Integration Costs & Licensing
DocuSign API: $5,000–$15,000/year
RealPage/OneSite API Integration: $50K–$75K (custom connector development)
ADP Workforce Now API: $10K–$20K (standard integration, minimal customization)
QuickBooks Online API: $5K–$10K (standard integration)
Cloud Platform (AWS/Azure): Included in Infrastructure estimate
Geofencing / GPS Service (Field Operations): $500–$2,000/month × 12 = $6K–$24K/year
Bluebeam Integration (PDF markup): $0 (API-based, no licensing cost to Resortments)
Google Earth / Mapping APIs: $5K–$15K/year
Subtotal Integration & Licensing: ~$81K–$162K/year (Year 1); $81K–$162K/year ongoing

Grand Total Estimate
Project contingency and management reserve (up to 15%) is embedded inside the Professional Services
line, not added on top. The $140K retention holdback (5%) is also inside these totals — Resortments' total
exposure is capped at $2.6M / $2.8M / $3.0M, with the retention released 60 days post go-live if no Severity
1 incidents remain unresolved.
CATEGORY

LOW

MID

HIGH

Professional Services — direct delivery (Architecture, Design, Development, QA,

$2.16M

$2.29M

$2.41M

Embedded Contingency & Management Reserve (up to 15%)

$0.32M

$0.34M

$0.36M

Professional Services subtotal

$2.48M

$2.63M

$2.77M

Infrastructure & Hosting (13mo + setup)

$37K

$50K

$64K

Third-Party Integration & Licensing (Year 1)

$81K

$120K

$162K

TOTAL PROJECT BUDGET (inclusive of 5% retention holdback)

$2.60M

$2.80M

$3.00M

PM)

Year 2+ Ongoing Support & Operations
CATEGORY

MONTHLY

ANNUAL

Maintenance & Bug Fixes (1–2 developers)

$8K–$20K

$96K–$240K

Infrastructure & Cloud

$4K–$6K

$48K–$72K

Third-Party Licensing

$3K–$9K

$36K–$108K

Total Year 2+

$15K–$35K/mo

$180K–$420K/year

Payment Structure & Schedule
Webaroo delivers this engagement on a milestone-based schedule where each payment is tied to an
explicit deliverable and phase sign-off. Phase 1 is collected upfront ($300,000) and funds 90 days of
delivery. Every subsequent payment is released only after the prior phase is complete and UAT has been
signed by the relevant division owners.
Discovery is not charged. Webaroo conducted all scoping interviews and prepared the full Discovery
Package on our own investment. The first payment Resortments makes funds actual build work — not
paperwork.

Recommended: Milestone-Based Payment Schedule
Based on a mid-point contract value of $2.8M, the payment schedule is:

#

TRIGGER EVENT

TIMING

% OF

AMOUNT

PURPOSE

$300,000

Funds 90 days of delivery: Foundation

TOTAL

1

Phase 1 Upfront (SOW

Week 0

~10.7%

signed)

platform (auth, workflow engine, DMS,
API, notifications) + Land Division pilot
MVP. Single upfront payment — no
mobilization/completion split.

2

Phase 2 Complete (Wave 1:

~Month

Legal Close, Material

7

25%

$700,000

3 major division modules live in
staging; Accounting Hub foundation

Procurement, Plant +

integrated

Accounting foundation)
3

Phase 3 Complete (Wave 2:

~Month

Field, Management/Leasing,

10

25%

$700,000

All 8 division modules functionally
complete in staging

Legal Rollovers + Accounting
completion)
4

Phase 4 Complete (Mobile

~Month

apps, Owner Dashboard,

12

17.5%

$490,000

iOS/Android apps in app stores, Russ's
executive dashboard live

advanced integrations)
5

Go-Live & 30-Day

~Month

Stabilization (production

13

16.8%

$470,000

Production cutover + 30 days of active
support

deployment, training,
handoff)
6

Retention Release (60 days

Month

stable operation, zero critical

15

5%

$140,000

Holdback released after proven
stability

issues)
TOTAL

100%

$2,800,000

Why Phase 1 Is Collected Upfront
Phase 1 is structured differently from every subsequent phase for one reason: it has the highest ramp cost
and the longest payback horizon for Webaroo. Collecting the full $300K upfront allows Webaroo to:
1. Fund team assembly immediately. Webaroo's senior engineering team requires onboarding and
tooling setup before productive delivery begins. Upfront capital means the team starts Day 1, not Week
4.
2. Lock in infrastructure and tooling. Development environments, authentication services, monitoring,
and third-party integration sandboxes are all provisioned before any code is written.
3. Simplify the contract. A single $300K payment for Phase 1 is cleaner than splitting mobilization and
completion into two separate invoices — and Resortments pays less upfront than under alternative
structures.
4. Align incentives. At $300K for 90 days, Webaroo has a strong financial incentive to deliver Phase 1 on
time and earn the Phase 2 payment. Missing Phase 1 means no Phase 2 payment.

What Phase 1 Delivers for $300K / 90 Days
Foundation (10 dev-months of effort): - Authentication & Authorization — SSO, 5-tier RBAC (Owner,
Executive, Manager, User, Viewer), 2FA - Workflow engine — state machine, approval gates, handoff
notifications, audit logging - Document management — Central repository, versioning, access control, 7year retention architecture - API layer — RESTful endpoints, rate limiting, webhook handlers, auto-

generated Swagger docs - Notification & Alert engine — Email, in-app, configurable alerting rules Database schema v1.0 — Companies, Divisions, Projects, Documents, Users, Roles, Audit Logs
Land Division Pilot Module (8 dev-months): - Parcel tracking with status, cost data, and financials - Due
diligence checklist (template-driven) - Permitting tracker (manual entry, no automation in Phase 1) Document linking (Autodesk/Rhino/Lumion files via URL) - Basic map visualization (Mapbox or Google
Maps) - Financial integration to Accounting Hub schema (read-only QB sandbox)
Integrations (sandbox / foundation level): - QuickBooks Online — read-only integration, single-entity
sandbox - DocuSign — sandbox envelopes, template management - Clerk/Auth0 — full authentication
stack, 5-tier RBAC enforced
Phase 1 Gate Criteria (required for Phase 2 payment): - Russ logs in, sees Land Division parcels with real
cost data - At least one workflow (Land → Legal Close handoff) routing tasks correctly - DMS storing and
retrieving documents reliably - 5 power users onboarded (Russ, David, Tracy, Johnny, Teresa) - UAT signed
by Russ + David for Land Division pilot - Code delivered to Resortments' GitHub org (no code hostage
situations) - Hardened code + security checklist (formal pentest deferred to pre-Phase 3 gate)

Why This Structure Works for Resortments
1. Discovery was free. Resortments has already received the complete Discovery Package (8
deliverables) at zero cost — included by Webaroo at no additional cost.
2. $300K gets you a real working system in 90 days. Not a prototype — a production-quality foundation
plus a fully working Land Division module that Russ can log into and use.
3. Your money is protected after Phase 1. Every subsequent payment requires explicit phase sign-off and
UAT. If a phase fails, the next payment isn't triggered.
4. Retention holdback. The final 5% ($140K) is held back for 60 days after go-live to ensure the system is
stable in production.
5. Phase gates prevent scope creep. Each payment requires signed acceptance of the phase
deliverables.
6. You have clean exit points after every phase. If Resortments decides to walk away after Phase 1, 2, 3, or
4, you've only paid for what was delivered — not future work.

Alternative Payment Models
If the milestone-based model above doesn't fit Resortments' cash flow preferences, Webaroo can
accommodate:
Option B: Upfront Phase 1 + Monthly Retainer - $300K upfront for Phase 1 (unchanged) - $200K/month for
Months 4–12 ($1.8M) as a flat retainer - $700K in go-live + retention payments (Months 13–15) - Total: $2.8M
- Simpler monthly cash flow after Phase 1; less event-driven variance - Best for: Resortments if you prefer
predictable monthly outflows
Option C: Phase Pre-Payment (Phase 1 upfront, subsequent phases 50/50) - $300K upfront for Phase 1 Phases 2–4: 50% at the start of each phase, 50% on phase completion - Go-live + retention: unchanged Total: $2.8M - Gives Webaroo stronger working capital for each subsequent phase - Best for: projects
where client and vendor already have established trust
Option D: Bank-Financed (Term Loan or Line of Credit) - Resortments finances the project through an
existing banking relationship - Webaroo provides detailed milestone documentation for bank draw
requests - Payments to Webaroo follow Option A; bank handles amortization on Resortments' end - Best
for: if Resortments wants to preserve operating cash and spread payments over a longer amortization
period

Phase-by-Phase Cash Flow (Option A)
The table below shows cumulative payments from Resortments' perspective across the 13-month
engagement:
MONTH

EVENT

PAYMENT DUE

CUMULATIVE PAID

0 (Week 0)

SOW signing — Phase 1 upfront

$300K

$300K

7

Phase 2 complete (Wave 1 + Acct foundation)

$700K

$1,000K

10

Phase 3 complete (Wave 2 + Acct completion)

$700K

$1,700K

12

Phase 4 complete (Mobile + Dashboard)

$490K

$2,190K

13

Go-Live + 30-day stabilization

$470K

$2,660K

15

Retention release (stable operation)

$140K

$2,800K

Total engagement duration: 13 months First-year out-of-pocket for Resortments (Months 0–12): ~$2.19M
Remaining in Year 2 (Months 13–15): ~$610K

Alternative: Low-End Budget Scenario ($2.6M)
If Resortments wants to lock in the lower end of the range, Webaroo can deliver the project at $2.6M total
with the following payment schedule:
EVENT

AMOUNT

Phase 1 Upfront (SOW signing)

$300K

Phase 2 Complete

$650K

Phase 3 Complete

$650K

Phase 4 Complete

$450K

Go-Live

$420K

Retention

$130K

TOTAL

$2,600K

Note: Phase 1 upfront remains at $300K in all scenarios — this is the cost to assemble, tool, and mobilize the
team, which is independent of the project's total contract value.
The $200K difference between the low-end ($2.6M) and mid-point ($2.8M) comes from: - Tighter
contingency management (smaller risk buffer — requires disciplined scope control by Russ) - Reduced
nice-to-have features in each division module (Webaroo will document what's excluded) - Leaner QA
cycle (6 weeks UAT instead of 8 weeks)

What's NOT Included in These Payments
Each payment above covers development and delivery only. The following are separate line items:
Third-party software licensing (DocuSign, RealPage, ADP, QuickBooks multi-entity) — billed directly to
Resortments by the vendors, not through Webaroo, estimated $81K–$162K in Year 1

Cloud hosting (AWS/Supabase/Vercel/Cloudflare) — billed directly to Resortments from Month 12
forward, estimated $4K–$8K/month in production
Year 2+ maintenance contract — separate agreement, $15K–$35K/month, typically signed 30 days
before go-live

Detailed Budget Notes
Accounting Hub Scope (Confirmed)
The Accounting Hub scoping interview with Johnny (CPA) and Teresa (Controller) is complete. Confirmed
scope:
MVP (Phase 2a–3a, 13–18 dev-months): - Multi-entity QuickBooks sync — each ownership entity has its
own QB instance. Requires entity-to-entity mapping, consolidated chart of accounts, and cross-entity
reporting. This is significantly more complex than standard single-company QB integration. - ADP
Workforce Now payroll — 12 employees, payroll allocated by project. Two pay schedules: bi-weekly
(leasing) and semi-monthly (salary). No PTO tracking in ADP currently. - Financial dashboards — NOI vs
interest rate (Russ's #1 metric), available funds, cash position, revenue growth, cost control. Daily updates
required. - Budget vs actual variance — by cost category, division, and project. Daily cadence. Early
warning indicators before variances become critical. - AP automation — invoice processing, approval
workflows, payment scheduling. - Cost allocation engine — transitioning from per-project to factory model.
Weekly recalculation. Job summary reports.
Confirmed OUT of scope: - Monte Carlo simulation (handled by Mirrorfish — external tool) - Custom adhoc report builder (Johnny explicitly said No) - Government/regulatory compliance automation
No budget increase required. The 13–18 dev-month estimate holds. The multi-entity QB complexity was
offset by Monte Carlo and custom report builder being out of scope. Net effect on budget: neutral.

Cost Drivers & Risk Areas
High-Risk Items (Cost Escalation Potential)
1. DocuSign Volume Scaling — If envelope volume grows significantly beyond initial estimates, DocuSign
tier may need upgrading. Current estimate assumes API business tier at $5K–$15K/year for
programmatic envelope sending at 10,000+ envelopes/year volume.
2. RealPage API Depth — If RealPage integration requires more than standard API connectors and custom
reporting, complexity increases. Estimated risk: +$150K–$250K if deep custom connector needed.
3. Plant Manufacturing Operations (Greenfield) — Plant doesn't exist yet; design decisions not finalized.
Manufacturing complexity can vary 2–3x based on equipment choices. Estimated risk: +$150K–$250K.
4. Permitting Process Automation (Land Division) — Russ flagged permitting as "0 roadmap" with 50+
agencies per project. Automated agency portal integration not possible everywhere; risk of manual
workarounds. Estimated risk: +$80K–$160K if extensive manual tracking required.
5. Field Crew Adoption & Mobile Infrastructure — Field division has zero systems currently; crew adoption
of mobile app critical. Poor connectivity in remote sites may require offline capability beyond standard.
Estimated risk: +$80K–$150K.
6. OneSite/RealPage Dependency (Management Division) — Tight coupling to RealPage may create
maintenance burden if APIs change. Estimated risk: +$40K–$80K if major API revisions required postlaunch.

7. Multi-Entity QuickBooks Complexity — Each ownership entity has its own QB instance with potentially
different chart of accounts. Entity mapping and consolidated reporting may require more effort than
estimated. Estimated risk: +$120K–$200K.

Scope Creep Risks
Owner Dashboard (Russ) — Russ wants visibility across all divisions + predictive analytics + automated
alerts. Scope can expand easily. Estimate: add 2–4 dev-months if extended to comprehensive BI
platform.
Change Requests During Development — Field operations teams historically reactive (per Gerardo:
"never finished on schedule ever"). Likely 10–15% scope change during development. Estimated impact:
+$300K–$500K if not managed.
Nice-to-Haves — Both Accounting Hub and Land Division have extensive "nice-to-have" feature lists
(15–20 items each). Temptation to include during development high. Recommend strict phase-gating.

Mitigation Strategies
1. Define QB multi-entity mapping strategy — confirm which entities, which accounts, sync frequency,
and consolidated reporting requirements
2. Establish firm feature freeze at Phase 3 gate — only critical bug fixes + committed features in Phase 4
3. Negotiate RealPage API SLA — agree on support timeline before integration begins
4. Plan field crew training + change management as separate workstream ($50K–$75K budget)
5. Allocate contingency explicitly for DocuSign volume overage and RealPage integration depth

Implementation Timeline
Proposed Delivery Schedule
Month 1–2:

Phase 1a (Core Platform) — Architecture, auth, workflows, document management

Month 3–4:

Phase 1b (Land Division Pilot) — Land module MVP, QA, UAT

Month 5–6:

Phase 2a (Wave 1 Modules) — Legal Close Land, Material Procurement (parallel)

Month 7–8:

Phase 2b + Phase 2c — Plant Division + Accounting Hub foundation, QA, integration

Month 9:

Phase 3a (Wave 2 Start) — Field Division, Management/Leasing (parallel start)

Month 10:

Phase 3b — Legal Rollovers, Accounting Hub completion, integration

Month 11:

Phase 3 QA & UAT — Full platform testing, all-division workflows

Month 11–12:

Phase 4 (Mobile + Advanced) — Mobile apps, RealPage deep integration, Owner Dashbo

Month 13:

Phase 4 QA, Staging, Production Deployment, Training, Go-Live Support

Month 14+:

Phase 5 (Ongoing) — Bug fixes, change requests, continuous improvement

Critical Path: Phase 1 → Phase 2 (Legal + Procurement must complete before Material impacts Plant) →
Phase 3 → Phase 4
Go-Live Options: - Phased by division: Land (Month 4) → Material + Plant (Month 8) → Field +
Management (Month 11) → Full platform (Month 13) - All at once: Month 13 (higher risk, requires coordinated
training + change management) - Recommended: Phased approach with Land as pilot, Wave 1 as proofof-concept, full go-live Month 13

Assumptions & Caveats
Explicit Assumptions
1. Client Availability: Resortments provides dedicated SME support 50%+ throughout project
2. Change Control: Formal change control process in place; scope changes tracked and cost-impacted
3. Infrastructure: Cloud-hosted (AWS/Azure); no on-premise or custom infrastructure build-out
4. Third-Party APIs: RealPage, ADP, DocuSign, QuickBooks all provide documented APIs; no reverseengineering
5. Data Quality: Incoming data from existing systems (RealPage, ADP, QuickBooks) is reasonably clean;
significant data migration not required
6. Regulatory: No special compliance requirements beyond standard audit trail + GAAP financial
reporting
7. Language/Localization: English language only; single-entity tax structure (not multi-jurisdiction
consolidation)
8. User Base: ~80–100 concurrent users; <1M transactions/month in steady state
9. Mobile Platforms: iOS (Apple) + Android (Google) only; no Windows Mobile or custom platforms
10. Timeline: Team can commit full-time for 13 months; no extended leaves, turnover, or multi-project
context switching

Explicit Exclusions
Integration with QuickBooks Desktop (only QBO / Online API in scope)
Multi-currency or multi-language support
Salesforce, Dynamics, or ERP integration (only QuickBooks + ADP in scope)
Advanced BI tools (Tableau, Power BI) — basic dashboards only
Custom API integrations beyond DocuSign, RealPage, ADP, QuickBooks
On-premise deployment or custom infrastructure
Machine learning / predictive analytics beyond basic budget forecasting (Monte Carlo separately
noted as "with Mirrorfish")
Custom development for city/county portals (tracking only, no automation)
Full EDI integration with procurement vendors
Legacy system data migration or cleansing beyond scope of new system setup
Post-launch training for more than 2 full-day sessions per division (separate budget if extended
training needed)
Ongoing consulting beyond handoff and launch support

Financial Viability & ROI
Cost Drivers in Context
Total Estimated Project Cost: $2.6M–$3.0M (mid-point: $2.8M) Year 2+ Ongoing Maintenance &
Operations: $180K–$420K/year Total Year 1 Investment: $2.85M–$3.40M

Expected ROI Drivers (Based on Scoping Interview Pain Points)
1. Material Procurement Visibility — Russ stated "nobody can tell you if we are over or under on any
project." Estimated 5–10% cost reduction from better budget visibility + procurement process

automation across $10M+ annual material spend = $500K–$1.0M/year savings
2. Legal Close Land Efficiency — Currently relies on scattered emails, no deadline tracking. Estimated 2–3
weeks time savings per closing × 20 closings/year × $150/hr blended cost + reduced closing
errors/rework = $100K–$200K/year
3. Field Operations Coordination — "Never finished on schedule ever"; system could enable 10–15%
schedule improvement on $20M+ in annual projects = $200K–$500K revenue acceleration / cost
avoidance
4. Accounting/Finance Automation — Eliminating manual spreadsheets + QuickBooks entry across
multi-entity QB, improving close timeline, enabling real-time NOI tracking: estimated 1–2 weeks/month
× blended staff cost + better cash management decisions = $150K–$250K/year
5. Payroll Allocation Accuracy — Proper ADP integration could improve labor cost allocation to projects,
enabling better pricing/profitability visibility = $50K–$100K/year indirect benefit
Conservative ROI Estimate: $1.0M–$2.05M/year in benefits Payback Period: 1.4–2.8 years depending on
savings realization rate, based on $2.8M investment against $1.0M–$2.05M in annual operational savings.

Budget Recommendation & Next Steps
Recommended Budget Authorization
Request approval for: $2.6M–$3.0M total project budget (including contingency and management reserve
covering scope variability, integration unknowns, and rate fluctuation), payable on a milestone-based
schedule with $300,000 due upfront at SOW signing to fund Phase 1 (90 days). All subsequent payments
are tied to phase completion and UAT sign-off. Discovery is delivered at no charge.
This range covers: - Full-service development (63–87 dev-months) including architecture, design,
development, QA, DevOps, and project management - Infrastructure & hosting (13 months + Year 1 setup) Third-party integrations + licensing (DocuSign, RealPage, ADP, QuickBooks multi-entity) - Contingency for
identified risks (multi-entity QB, RealPage integration, scope creep) - Post-launch support (30 days)
Does NOT include: - Extended training / change management (budget separately: $50K–$100K) Advanced BI platform expansion (Phase 5) - Monte Carlo financial modeling (Mirrorfish integration) Ongoing maintenance beyond 30 days (contract separately at $15K–$35K/month)

Immediate Actions (Week 1–2)
1. Define QB multi-entity mapping strategy — confirm entity list, chart of accounts per entity, sync
frequency, consolidated reporting rules
2. Establish steering committee — Russ + division heads + Webaroo PM + CPA
3. Secure stakeholder sign-off on this estimate, contingencies, and timeline
4. Finalize project kickoff plan — team onboarding, infrastructure provisioning, knowledge transfer
schedule
5. Lock phase gates & change control process — formal approval required to advance phases or accept
scope changes

Success Criteria for Budget Management
1. Phase gates enforced: No advancement without steering committee approval + final acceptance of
prior phase
2. Change log maintained: All change requests tracked with cost/schedule impact

3. Contingency reserved: Contingency funds not spent during project unless approved by steering
committee
4. Monthly financial reviews: Project spending vs. budget reviewed in monthly steering meetings
5. Earned value tracking: Schedule and cost performance indices monitored to detect overruns early

Conclusion
The Resortments Unified Enterprise Platform is a complex, high-impact initiative spanning 8 interconnected
divisions with significant current process fragmentation. The estimated investment of $2.6M–$3.0M over 13
months (mid-point $2.8M), payable on a milestone schedule with $300K collected upfront for Phase 1, is
justified by the scale of operational coordination required and quantifiable ROI of $1.0M–$2.05M/year in
cost reduction, process efficiency, and financial visibility — yielding a 1.4–2.8 year payback period
depending on savings realization rate.
Key success factors: - Multi-entity QB mapping strategy finalized before Phase 2a development begins Phased implementation with firm phase gates to manage scope and risk - Strong client sponsorship
from Russ and division heads throughout - Strict change control to prevent 20%+ scope creep Contingency reserves allocated for identified high-risk areas
With all eight division scoping interviews complete, we recommend authorization to proceed with project
planning and team onboarding, with detailed project plan due within 4 weeks.

Document prepared by: Webaroo
Status: Final — All 8 division interviews complete
Next Review: Steering committee review (Week 3, 2026)
Approval Required From: Russ (CEO), Johnny (CPA), Steering Committee

NAVIGATE THE PACKAGE

All Discovery Materials
01

Audit & Competitor Analysis

02

Technical & Project Evaluation

03

Project Charter

04

Project Roadmap & Milestones

05

Risk Analysis & Mitigation

06

Budget Estimate

07

Product Backlog

08

Payment Schedule & Terms